Regulations on the Electronic Document Management System
of National Aerospace University
«Kharkiv Aviation Institute»
Approved by:
Academic Council
of National Aerospace University
«Kharkiv Aviation Institute»
Protocol No. 6 dated January 22, 2025
Enacted by Order No. 23 dated January 23, 2025
QMS KHAI-VDA-P/002:2025
Effective date: January 23, 2025
Revision No. 1
1. General Provisions
1.1 The Regulations on the Electronic Document Management System (hereinafter referred to as the Regulations) of National Aerospace University «Kharkiv Aviation Institute» (hereinafter referred to as the University) regulate the operational procedures of the «Deka Office» electronic document management system (hereinafter referred to as the EDMS) at the University.
1.2 The Regulations are developed in accordance with the Law of Ukraine «On Electronic Documents and Electronic Document Management», the Model Instruction for Documenting Management Information in Electronic Form and Organizing Work with Electronic Documents in Recordkeeping, Electronic Interagency Exchange, approved by Resolution of the Cabinet of Ministers of Ukraine dated January 17, 2018 No. 55 as amended, and taking into account the requirements of DSTU 4163-2020 «State Unified System of Documentation. Unified System of Organizational and Administrative Documentation. Requirements for Document Preparation», approved by Order of the State Enterprise «Ukrainian Research and Training Center for Standardization, Certification and Quality Problems» dated July 01, 2020 No. 144.
1.3 The purpose of using the EDMS is:
- transition to electronic interaction between structural units of the University, which should lead to a significant reduction in costs associated with paper-based document workflow (paper, printing, storage) and accelerate communications;
- automation of processing incoming, outgoing, and internal documents;
- ensuring control over business processes, which includes the ability to monitor ongoing processes, actions of performers, and documents;
- ensuring interaction with other entities, namely public authorities, local self-government bodies, judicial and law enforcement authorities, institutions, organizations, and enterprises, as well as processing requests for information and citizens' appeals;
- reliable storage of information in a single database and its security, which involves consolidating information in electronic form and information security measures in the EDMS using unified approaches to information protection in accordance with current regulatory requirements on technical protection of information;
- creation of an electronic archive of files with permanent and temporary retention periods.
1.4 Users of the EDMS bear personal responsibility for compliance with current legislative requirements regarding documentation and preservation of information.
1.5 Simultaneous routing of one and the same document in electronic and paper form is not permitted.
1.6 The author is responsible for a prepared draft document.
1.7 Operation of the EDMS is ensured by the system administrator.
2. Specific Features of Organizing Work in EDMS «DEKA OFFICE»
2.1 The EDMS operates at the link https://cms.khai.edu/. The user interface is a web browser with secure data transfer protocols. System access is secured via the HTTPS standard.
2.2 Within EDMS «Deka Office», identification logins and passwords are used for University employees (hereinafter referred to as Users) to access their workstation in the system. The login and initial password are created by the EDMS «Deka Office» administrator (hereinafter referred to as the Administrator). Upon first logging into the system, a new User must change their password, preventing access to the User's workstation by other employees. Identification logins and passwords for EDMS User workstations must be unique.
2.3 Key Users of EDMS «Deka Office» include the rector, vice-rectors, deans, heads of structural units, employees of the accounting department, planning and financial department, and designated responsible individuals. This list is regulated according to the distribution of licensed workstations.
2.4 The EDMS has an external portal (or self-service system) operating at the link https://self-service-cms.khai.edu/. All EDMS Users are Users of the self-service system and can submit documents while using it, but not all Users of the self-service system can be EDMS Users. Corresponding permissions for each User are set by the Administrator.
2.5 The EDMS consists of the following basic modules, which are necessary to support document management operations:
- Incoming Documents – registration of incoming documents, sending them for resolutions and review. Incoming documents include documents received by the University's Recordkeeping and Archives Department from external entities, namely public authorities, local self-government bodies, judicial and law enforcement authorities, institutions, organizations, enterprises, etc.;
- Citizens' Appeals – registration of citizens' appeals;
- Outgoing Documents – registration of prepared outgoing documents, sending documents to addressees directly from the system;
- Internal Documents – registration and organizing of all types of internal documents;
- Resolutions – applying resolutions to documents;
- Files – uploading and registration of document files of any format, creation of new file versions;
- Documents in Preparation – preparation of draft documents, coordination, endorsement, signing, approval, registration;
- M/C Documents – viewing and monitoring by the User of documents received for review/coordination/signature, and documents of employees of supervised departments;
- Document Templates – creation of document templates and their application during document preparation;
- Workflow Templates – creation of workflows for use when working with documents;
- Administration – management of entities, registers, classifiers, User rights, and other system administration tools.
2.6 The EDMS ensures the confidentiality of documents, information management processes, and security of processed data.
2.7 The EDMS features a flexible access control system for document management. The following User roles are implemented: organizer, author, author/reader, reader. A User who does not have access permissions for a corresponding document cannot see that document.
The Administrator grants permissions to system Users in accordance with their job descriptions and duties.
2.8 It is possible to send email notifications to Users regarding the arrival of new documents for review, signature, execution, etc., or regarding the completion of a workflow for a specific document.
2.9 The EDMS features capabilities to view the contents of uploaded documents (MS Office and OpenOffice files, PDF documents, images, etc.) within the system window without opening specialized programs designed for viewing documents.
2.10 The EDMS enables the Rector of the University, Vice-Rectors, and heads of structural units to sign documents with an electronic signature, review documents, make decisions regarding their execution (apply resolutions, create assignments), and monitor their execution.
2.11 All User actions in the system are recorded in the general User activity log.
3. Rights and Duties of Users and the EDMS Administrator
3.1 An EDMS User is obliged to:
- regularly perform ongoing work in the system, check for incoming documents for review, signature, processing, etc.
3.2 An EDMS User is prohibited from:
- using system functionality for purposes not related to the performance of job duties at the University;
- disclosing system access login/password to other persons;
- disclosing confidential information to other persons, access to which is restricted by applicable legislation, including state secrets, commercial secrets, personal data of citizens (in the absence of their consent), materials the use of which violates intellectual property rights.
3.3 In case of systematic (two or more times) violation of the requirements specified in paragraph 3.2 of these Regulations, a University employee – User – may be held disciplinarily liable.
3.4 An EDMS User has the right to receive necessary technical support.
3.5 The EDMS Administrator is obliged to:
- provide technical support to EDMS Users;
- provide the University leadership with proposals regarding the improvement of document management processes at the University and/or expansion of the list of electronic documents;
- report emergency situations regarding system operation and/or unauthorized access attempts to the system.
3.6 The EDMS Administrator is prohibited from:
- granting other persons access to their personal account in the system;
- modifying the general structure and names of University units in the system without agreement from the Rector of the University;
- granting access to system registers of units to persons who are not staff employees of the respective units.
3.7 Functions of the EDMS Administrator:
- creating instructions for operating within the system;
- implementing new electronic documents;
- creating User accounts in the system, granting them rights in accordance with their job duties;
- creating User groups;
- creating, organizing, supplementing, and modifying classifiers used in the system;
- creating necessary document registers and assigning permissions to Users for them;
- organizing general system settings;
- creating document templates and document workflows;
- creating system tags;
- monitoring actions of Users logged into the system;
- providing consultations to Users regarding work in the system.
3.8 In structural units, direct monitoring of the execution of electronic documents is carried out by the head of the unit.
4. Final Provisions
4.1 The Regulations are approved by the Academic Council of the University and enacted by order of the Rector of the University.
4.2 Control over the implementation of the Regulations is carried out by University officials within their powers established by job descriptions.
4.3 Amendments and additions to the Regulations are considered and approved by the Academic Council of the University and enacted by order of the Rector of the University.
4.4 The list of documents for which electronic document management has been introduced at the University is established by separate directives of the Rector.